Executive Assistant

This is a Full Time Job

Executive Assistant

Los Angeles, CA

Type: Full-time, hourly, non-exempt
Work arrangement: In-person, working alongside the CEO across the office, client meetings, sessions, and travel
Reports to: CEO

This position supports the CEO directly.

Position Summary
The Executive Assistant manages the CEO’s calendar, task list, correspondence, and travel, and accompanies him through the working day. The position reports to the CEO.

This is an in-person position. The CEO’s schedule moves between the office, client meetings, and sessions, and the Executive Assistant is present for that schedule. The core requirements are organization, follow-through, and discretion.

Prior industry experience is not required. Training is provided.

Responsibilities
• Calendar, scheduling, and task management (primary focus)
• Manage the CEO’s calendar, including scheduling, holds, confirmations, rescheduling, and conflict resolution
• Maintain his daily task list and track every item through to completion
• Coordinate meetings and calls with clients, studios, vendors, and the internal team
• Prepare materials, context, and background in advance of meetings, sessions, and calls
• Plan and book travel, including detailed itineraries and day-of logistics
• Communication and follow-through
• Take concise notes in meetings and calls, distribute them, and track follow-up items
• Read and route correspondence, draft responses and documents, and assist with email management
• Serve as a first point of contact for clients, performers, and vendors
• Identify and surface scheduling or logistical issues before they become problems
• Review and catalog confidential information carefully and discreetly

On-site and office support
• Accompany the CEO to client meetings, sessions, and industry events
• Assist the wider team with administrative needs, data entry, and filing as time allows
• Take on one-off assignments and special projects as they arise

Qualifications

Required
• Some administrative, office, or internship experience, or a degree, or an equivalent combination
• Based in the Los Angeles area with reliable transportation, and able to be on-site daily and on short notice
• Discretion and sound judgment; the position is present for confidential client, compensation, and personnel discussions
• Strong written and verbal communication, and comfort representing the company to senior people
• Strong organizational skills and the ability to anticipate requirements rather than wait to be asked
• Ability to carry several tasks at once and reprioritize without dropping items
• Attention to detail, particularly with calendars, itineraries, and follow-up items
• Fluency in Google Workspace, particularly Calendar, Docs, and Sheets; comfortable on macOS and able to learn new software quickly
• Flexibility with hours, as client and session schedules do not always fall inside a standard business day

Preferred
• Prior experience supporting an executive or senior principal
• Experience in entertainment administration, production, talent representation, or a related field
• Familiarity with employment and tax documentation (I-9, W-4, W-9)
• Experience with Slack, Asana, Airtable or comparable collaboration and project management tools

Advancement
The position provides direct exposure to contract administration and project coordination, and is a path toward our Contract & Operations Coordinator role. We promote from within.

Schedule and Travel
This is a full-time, non-exempt, in-person position based in Los Angeles. The schedule tracks the CEO’s, which means the working day does not always begin or end at the same time, and some sessions, and client events fall in the evening or on a weekend. All overtime is paid at applicable California rates. Occasional regional travel is part of the role; extended or overnight travel may be required infrequently.